June 12, 2023
Going Paperless: Tips for Making Your Business More Digital
Shasta Power is committed to assisting you in expanding your investment portfolio while contributing to a healthier planet for future generations. Contact us today. Many business owners are intimidated by the prospect of going paperless. But the truth is that it doesn’t have to be an overwhelming process, and the benefits far outweigh the time […]
Shasta Power is committed to assisting you in expanding your investment portfolio while contributing to a healthier planet for future generations. Contact us today.
Many business owners are intimidated by the prospect of going paperless. But the truth is that it doesn’t have to be an overwhelming process, and the benefits far outweigh the time and energy required. As digital technology has evolved, so too have the tools that make digitizing easier than ever. Shasta Power provides a brief overview of how your company can go paperless and the advantages that come with it.
Using Online Formation Services
The first step is to use online services to your benefit. For example, if you need to change your business structure to an LLC, formation services make the process much simpler. You can fill out all the necessary documents online and receive any necessary documentation via email instead of waiting for it to arrive in the mail.
What’s more, formation services do most of the legwork involved in forming an LLC. And the right service will ensure that your business entity complies with your state’s rules and regulations.
Initiating a Document Management System
Another way to go paperless is to implement a document management system. Google Docs, PandaDoc, Microsoft SharePoint, and other systems can help you organize all your documents in a single place that you can access from any device with an Internet connection.
While you’re at it, look into PDF conversion tools that will let you quickly turn existing documents into searchable PDF files that you can easily store and access when needed. With the right tool, you can take various file formats (e.g., Microsoft Word, PowerPoint, Excel, etc.) and convert to a PDF file; all you have to do is drag and drop the files into the tool!
Using Other Types of Software
Several types of software available are specifically designed for businesses looking to digitize. For example, G2.com notes that there are contract management systems that help to streamline negotiations between two parties by allowing each party to review contracts electronically rather than having to deal with overwhelming stacks of paperwork.
You can also find HR software that lets you manage employer onboarding digitally, store important documents securely, and track payroll information easily. And, of course, a wealth of accounting tools can help your business to manage your finances more effectively without relying on physical receipts or invoices.
Organizing Your Existing Documents
If your business has been operating for some time without transitioning to digital filing methods, chances are you have plenty of existing paperwork that needs to be organized before converting everything into digital format. Mindful Decluttering & Organizing points out that the best approach is to create a filing system where all your paperwork is stored in labeled folders according to its purpose or type. Once all the paperwork is sorted out in this manner, it will be much easier (and faster) to scan them into digital versions down the line.
Getting Your Employees Excited About the Change
Don’t forget about getting your employees on board with your strategy to go paperless! Some people may be wary at first — after all, change can be intimidating. But remind your team that digitizing makes processes more efficient while also reducing costs.
Moreover, you’ll want to encourage employees who might not be tech-savvy by providing them with training sessions until they feel confident enough to navigate through digital programs and filing systems on their own. Here are some other benefits of going paperless that you can sell to your team:
- It helps cut costs on paper, ink, and other supplies.
- It helps eliminate manual paperwork and streamline processes, resulting in improved efficiency.
- It saves time by reducing paperwork, allowing employees to focus on more pressing tasks.
- Digital documents are much more secure because they can’t be lost or stolen; plus, you can add encryption for even more security.
- Paperless offices drastically reduce the use of trees and other resources required for paper production, helping to protect the environment for future generations.
Going paperless comes with a wealth of benefits, and it doesn’t need to overwhelm you or your team. The key is to utilize the right tools and resources and encourage enthusiasm from your employees. Keep the tips above in mind as you start the process of digitizing, and look forward to reaching new levels of productivity, efficiency, and overall success!
By Guest Author Chelsea Lamb